EVENT RUNSHEET
2
Run sheet #:
George's 21st Birthday
LOGISTICS
Date:
Friday, March 20, 2026
Guest arrival time:
7pm
End time:
1am
Guest number:
100
Host / Organiser:
Lenna Wallace 021571022
General information:
This is George's 21st Birthday celebrations. A special night to celebrate with friends and family.
Roughly half the guests are George's friends and the other half older family and family friends.
EVENT SCHEDULE
BEFORE EVENT - SET UP / PACK IN
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
4.30pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
Spotify playlist
THE MAIN EVENT
Set up day prior between 10am and 2pm when Jo is onsite. Lenna dropping off decorations and cake.
6:15pm | Photographer and family photos before guest arrival
6.45pm | Doors open
7.00pm | Guests arrival. Cake to be removed from the chiller.
7.30pm | Canapés service begins
8.00pm | Speeches and cutting of the cake. Lenna bringing in a speaker and microphone.
8.30pm | Roll station opens
9.00pm | 9pm - 12am DJ 3 hour set
10.30pm | Late night food service
12.30am | Last Call for wind down half hour
1.00am | End time
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended, VYC booked DJ ($250 excl GST per hour)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ Pheobe Falconer 3.5 hour set 9pm - 12.30am
Customary for the host to provide drinks to the DJ (standard of 1 alcoholic drink per hour of their set). This will be added to the bar TAB unless you advise us that you do not want to cover the DJ’s beverage.
END
Last Call
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
Concludes (30 mins after last call)
Events can be extended for an additional $300 per hour to cover staffing. Confirmation is required 21 days prior for staff rostering)
AFTER / PACK OUT / COLLECTIONS
At close or the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
12.30am
1am
6.45pm - 1.15am (6.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Pre-pour Peroni and Ninot (20 of each) for speed of service. Not pre-invoiced to be added to the bar TAB and topped up depending on popularity.
Bar Set Up:
Bar TAB with reduced bar offering
PALs to be ordered 30 cans of each flavour $13 each on-premise $1,170
Pineapple lime & Soda (yellow can)
Pink lemonade & soda (pink can)
Vodka, pink guava, lime & Soda (Beige can)
To be served in ice buckets on the bar.
One super chilled bottle of Piper exclusively for Lenna - pre-billed.
Beverage selection to include:
Tap beer, Bottled beer, House spirits, Mini Spritz cocktails $16, Prosecco, Ninot, Cider, Non-Alcoholic, Branded wines. Sold by the glass then when slow change to sold by the glass
Drinks package (if selected):
None
BAR TAB
No set bar TAB
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Cake table in speeches area, Gift table set up at entrance, DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Lenna is bringing numbers.
VYC to book balloons - 7 x large hanging balloons around the 21. 4 Orange and 3 Black $32 per balloon. Cost of $224 plus $55 delivery and set up.
Lena also has some table lamps, an easel with a sign on it and a few other bits n pieces to add.
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Connect to laptop via HDMI cable
Lighting:
Roll with staff settings
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.30pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
50
400
Potato Pave, NGA, Vegetarian
50
400
Mixed Pakora with Green Chutney (Vegan)
80
640
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
510
60
Char Siu Pork Belly Skewers (Dairy free)
60
510
Beef Tataki
60
Buttermilk Fried Chicken
450
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
44
Pork Schnitzel Sliders
616
Koren Tofu Bao buns
0
Crispy fried chicken sliders NF
0
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
80
Classic Roll Station
2000
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
10.30pm
10
2
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
150
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
120
Food order outside standard menu
2
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
120
Food service:
Canapes service for canape items, Roll station
Dietaries:
George (the birthday boy) has allergies to diary, eggs, nuts and shellfish.
George to be catered for separately.
Menu to be served specifically to George.
Mixed Pakora
Potato Pave
Pork Skewers
Beef Tataki (Vegan Mayo)
Pork Sliders (Vegan Mayo)
Fries with tomato sauce
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
6316
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment / AV
Security
TOTAL FIXED COST INVOICE
9946.25
$
650
6316
50
1320
279
1006.25
325
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-2636
7636
Invoicing Recipient
Lenna Wallace
lennawallace@me.com
T&C's & Timeline
2 Weeks Prior
We invoice for all fixed costs 2 weeks prior to your event; eg booking and set up fee, security, food selection, microphone hire, any booked decorations, entertainment or DJ's.
One Week Prior
Payment of fixed invoices is due one week prior to your event. Funds must be received before your event date to pay suppliers who have short payment terms.
BAR TABs
Bar TABs need to be paid at the end of your event. We accept AMEX, Mastercard or Visa.
Since Covid, we are unable to accept cash
Invoicing is possible by prior arrangement and prior credit card security. Our payment terms are 3 working days after the invoice has been issued.
Minimum Spend
If a minimum spend or is not reached the balance is charged as a venue hire fee at the end of your event.
Deposit Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST
